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HomeMy WebLinkAbout11 - Amendment No. One to On -Call Roadway Sign and Striping Maintenance and Repair ServicesTO: FROM: CITY OF NEWPORT BEACH City Council Staff Report September 24, 2019 Agenda Item No. 11 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Brad Sommers, Principal Civil Engineer bsommers(a)newportbeachca.gov PHONE: 949-644-3326 TITLE: Amendment No. One to Contract No. 7045-1 with Orange County Striping Service, Inc. for On -Call Roadway Sign and Striping Maintenance and Repair Services ABSTRACT: Staff utilizes on-call contractors to perform maintenance and installation services in order to improve the City's roadways and maintain them in good condition. Prior to the joining of Municipal Operations Department into the Public Works Department, each department had an agreement with Orange County Striping Service, Inc. (OC Striping) for roadway signage, striping and curb marking maintenance and installation services. The Public Works Department wishes to consolidate these agreements into one and increase the not -to -exceed amount to cover future maintenance and roadway improvements through an amendment to Contract No. 7045-1. Upon approval of the amendment, Contract No. 7195-1 will be closed. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve Amendment No. One to the Contract No. 7045-1 with OC Striping to increase the not -to -exceed amount by $500,000 for a total amount of $1,300,000,and authorize the Mayor and City Clerk to execute the amendment. FUNDING REQUIREMENTS: The adopted budget(s) include sufficient funding. Services for individual projects will be expensed to the corresponding Public Works Department Maintenance and Operating Budget and/or Capital Improvement Program (CIP) Budget. Amendment No. One to Contract No. 7045-1 with Orange County Striping Service, Inc. for On -Call Roadway Sign and Striping Maintenance and Repair Services September 24, 2019 Page 2 DISCUSSION: The Public Works Department (Public Works) maintains city roadways at a high level and is continuously looking for ways to improve and/or enhance roadway efficiency and safety. To help accomplish this, staff utilizes contractors to perform various maintenance and installation services. Prior to the joining of Municipal Operations Department (MOD) into Public Works, each department entered in to separate agreements with Orange County Striping Service, Inc. (OC Striping) for roadway signage, striping and curb marking maintenance and installation services. Public Works wishes to consolidate these agreements. On March 8, 2016, City Council approved Contract No. 7045-1 between MOD and OC Striping for five years with a not to exceed amount of $800,000. This agreement has been utilized for city-wide maintenance of signs, striping and curb markings. Since the award of the agreement, additional roadway improvements, such as improved school zone signs and markings, have been installed and require additional resources to maintain. Additionally, an increase in service requests for signs, striping and red curb replacement have increased demand on this contract. On September 18, 2017, Public Works entered into Contract No. 7195-1 with OC Striping for two years with a not to exceed amount of $120,000. This agreement is utilized for installation of roadway signing and striping improvements, such as neighborhood traffic calming, school zone markings, requested additional signage and striping, and improved bicycle facilities. Requests for small improvement projects have increased over the past few years, which has led to the full use of the current not -to -exceed agreement amount. To continue delivery of necessary maintenance and improvement signage, striping and markings under a single agreement, Public Works requests an amendment to Contract No. 7045-1 to increase the not to exceed amount by $500,000, for a total not to exceed amount of $1,300,000. Per the original agreement term, the contract will expire on March 7, 2021, and will be replaced upon completion of a new bidding process. With approval of this amendment, Contract No. 7195-1 (assigned to Public Works) will be closed. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. 11-2 Amendment No. One to Contract No. 7045-1 with Orange County Striping Service, Inc. for On -Call Roadway Sign and Striping Maintenance and Repair Services September 24, 2019 Page 3 NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A —Amendment No. One to On -Call Maintenance/Repair Services Agreement with Orange County Striping Service, Inc. 11-3 ATTACHMENT A AMENDMENT NO. ONE MAINTENANCE/REPAIR SERVICES AGREEMENT WITH ORANGE COUNTY STRIPING SERVICES, INC. FOR STREET STRIPING AND SIGN INSTALLATION THIS AMENDMENT NO. ONE TO MAINTENANCE/REPAIR SERVICES AGREE- MENT ("Agreement") is made and entered into as of this 24th day of September, 2019 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and ORANGE COUNTY STRIPING SERVICES, INC., a California corporation ("Contractor"), whose address is 183 North Pixley St. Orange, CA 92868, and is made with reference to the following: RECITALS A. On the 8th day of March, 2016, City and Contractor entered into a Maintenance/Repair Services Agreement ("Agreement") . B. City desires to enter into this Amendment No. One to increase the total compensation for Contractor to perform maintenance and/or repair services for City ("Project"). C. City and Contractor mutually desire to amend the agreement, as provided below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. COMPENSATION TO CONTRACTOR Section 4.1 of the agreement is amended in its entirety and replaced with the following: "City shall pay Contractor for the Services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to Agreement as Exhibit B and incorporated herein by reference. Except as otherwise provided herein, no rate changes shall be made during the term of this Agreement without the prior written approval of City. Contractor's compensation for all Services performed in accordance with this Agreement, including all reimbursable items, shall not exceed One Million Three Hundred Thousand Dollars and 00/100 ($1,300,000.00), without prior written amendment to the Agreement. The total amended compensation reflects Contractor's additional compensation for an increase in the volume of Services to be performed in accordance with this Amendment No. One, including all reimbursable items and subcontractor fees, in an amount not to exceed Five Hundred Thousand Dollars and 00/100 ($500,000.00). 2. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement shall remain unchanged and shall be in full force and effect. [SIGNATURES ON NEXT PAGE] 11-4 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY ATT RNE 'S OFFICE Date: W 2w ?©f By: ' Aaron C. Harp City Attorney ATTEST: Date: Al CITY OF NEWPORT BEACH, a California municipal corporation Date: By: Diane Dixon Mayor CONTRACTOR: Orange County Striping Services, Inc. , a California corporation Date: By: Leilani I. Brown Kimberly Patterson City Clerk Chief Executive Officer Date: By: Robert Patterson Chief Financial Officer [END OF SIGNATURES] Orange County Striping Services, Inc. Page 2 11-5